EHR Administrator and Health Center Privacy Officer

Details

• Salary Range: $35.00 - $42.00 an hour Base Wage
• Hours: 30-35 hours per week
• Department: NUNM Health Centers
• Closing Date: Open until filled

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As EHR Administrator, this position is responsible for overseeing the support of Epic users as the application expert, end user documentation and technical support for maintaining the university's electronic medical records through OCHIN. As Health Center Privacy Officer, this position is responsible for ensuring clinical protocols remain HIPAA compliant and protected health information is secure.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Health Centers Privacy Officer Duties:

• Obtain and maintain HIPAA Privacy and Security Officer certification.
• Oversee the HIPAA Risk Assessment on an annual basis.
• Develop and/or update policies and act as the policy administrator for the Health Centers.
• Work closely with IT Manager, Lab Director, Clinic Director, Chief Medical Officers (CMOs), Medical Records Coordinator and Medicinary Manager on compliance with HIPAA, FERPA, 21st Century Cures Act, and other related regulations.
• Work closely with the CMOs on all HIPAA related incidents.
• Organize systems for addressing, tracking and closing the loop on internal HIPAA incidents and/or HIPAA security breech.
• Create and manage effective action plans in response to audit discoveries and/or incidents.
• Ensure review of audit reports on a weekly, monthly and quarterly basis to monitor access to systems, use of Epic and efficiency of systems and workflows.
• Advise the organization and leadership team on possible risks to protected information.
• Oversee the training of staff, faculty and students on latest regulations and processes to maintain privacy standards.
• Work closely with IT Manager and University leadership on all patient security and privacy issues as needed.

EHR Administrator Duties:

• Oversee the gathering and validation of data requested for reporting to local, state and federal agencies, grants, programs or leadership as requested.
• Ensure the development and creation of reports for billing, clinical quality metrics and user productivity and delivery to appropriate leadership members.
• Work with OCHIN to optimize system efficiency and automate processes to reduce user errors.
• Work collaboratively with CMOs, Clinic Director, Staff Physician, Residents and Epic support members in identifying areas for efficiencies in clinic operations and clinical practice support. Oversee workflow design.
• Work collaboratively with Billing Manager, CMOs, Clinic Director, Lab Director and Medicinary Manager on Clinic programs, systems and workflow design and revision.
• Be competent to perform and train others on Epic support tasks.
• Work with Health Center Directors/ Managers on all interfaces to the OCHIN Epic system.
• Maintain an understanding of software systems and automations in place for clinic operations.
• Manage and oversee work of Epic support team members.
• Work closely with OCHIN account manager and analysts on all projects, upgrades/ updates, interfaces and ensure resolution of issues.
• Utilize Epic reports and dashboards to monitor user productivity and share with managers as appropriate.
• Conduct monthly or quarterly meeting with clinical staff to communicate project progress, identify issues and training needs and relate OCHIN updates.
• Oversee the management of tickets in the HIPAA-compliant Freshdesk system. Utilize system to full capacity to manage others progress on tickets and projects and ensure consistent message is communicated on common issues.
• Manage projects as directed by the VP of Health Centers
• Attend clinical faculty meetings and provide system updates and assist in training as needed.
• Attend OCHIN Learning Forum annually as approved by VP of Health Centers.

Epic Support Duties:

• Know the application in the NUNM setting to support staff, faculty, private practitioner and students.
• Assist in maintaining and updating Epic documentation.
• Problem-solve workflow or backend errors by analyzing user patterns and identifying training opportunities.
• Ensure daily support to Epic applications users through troubleshooting, coaching, and consulting and refer issues that require additional assistance to EHR Administrator, NUNM's IT Department and/or OCHIN's Help Desk.
• Oversee the updating and management of system master files. Maintain user security credentials.
• Supervise the management of error queues, In Basket pools and FreshDesk tickets.
• Manage the updating and maintenance of preference list, fee schedule, smart tools and other procedures.
• Attend monthly OCHIN Epic update meetings and OCHIN EHR Support Analyst Workgroup meetings.
• Attend monthly OCHIN meetings with peers for best practices, information sharing to and providing OCHIN PM/EMR/IT resources, continuous training, and sharpening of support skills.
• Attend other workgroups as appropriate - Integration, Claims, Reporting, Operations.
• Supervise the maintenance of clinic hardware to ensure printers, transmittals and scanners are working correctly on a daily basis.

Documentation and Training Duties:

• Manage the creation, design and distribution of training materials.
• Ensure the provision of competency/efficiency training for existing users. Provide videotaped online learning for use on Moodle. Maintain current Moodle documentation. Assess and audit this on bi-annual basis.
• Oversee updates and maintenance of the OCHIN Training Environment.

EDUCATION/EXPERIENCE

• Bachelor's degree required.
• Five (5) years' experience with electronic health/medical records and/or practice management; with two (2) years of adult learning/training experience; or equivalent combination of education and experience.
• Familiarity with Epic software and work as Epic Support Team member for minimum three (3) years.
• Knowledge of Microsoft Office Suite (including Teams, Word, Excel, PowerPoint, Sharepoint), troubleshooting and project management skills are essential to perform this job successfully.
• Knowledge of Naturopathic and/or Chinese medicine preferred.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Certification as a HIPAA Privacy and Security Expert (CHPSE) or equivalent is required within three months of hire date.

PAY AND BENEFITS

• $35.00 - $42.00 an hour Base Wage
• Retirement Savings Plan
• Dental insurance
• Medical insurance
• Health savings and flexible spending accounts
• Paid time off
• Optional Vision insurance
• Optional Short-term and long-term disability
• Life insurance
• Tuition assistance
• 16 paid holidays including birthday
• 15% discount at NUNM Medicinary